Business Administrator 1
Northwestern University
Evanston, IL
Full-time
Administration / Clerical
Posted on June 6, 2023
Department:SoC Performance Studies
Salary/Grade:EXS/6
Job Summary:
The Business Administrator is the lead administrative support for faculty and the department Chair. With limited supervision and a high degree of independent judgment, this individual will manage the financial, budgetary, and account processes of the department for faculty and staff. The BA handles a full range of responsibilities in the area of budget, human resources, faculty affairs, event planning, registration, student support, and various special projects as needed. The position reports to the Business Admin II and the Performance Studies department Chair.
Please note:Some evening and weekend hours may be required for occasional events and meetings.
Work Complexity:
- EE uses some judgment to adapt an advanced knowledge of skills, methods, practices, policies &/or procedures & a moderate degree of innovation, analysis & reasoning to complete work that is somewhat project oriented & involves some complex problems &/or decisions.
Budget & Financial:
- Participates in determination of budget including fiscal resource allocation of appropriated, discretionary, endowment &/or gift revenues.
- Directly responsible for payroll, purchasing, travel & entertainment (T&E) transactions & requesting new chart strings using NU protocol.
- Ensures prompt payment of invoices, researching errors/delayed transactions.
- Monitors open encumbrances & deficit chart strings.
- Level I NU Financials approver.
- Reviews & reconciles actual expenses to budget per NU Audit guidelines.
- Approves funds reallocation within budget as necessary & appropriate.
- Produces, edits, &/or distributes newsletter.
- Manages website, assuring updates are made in a timely manner.
- Plans numerous special events throughout the year, assuring all logistics are complete.
- Monitors area facilities conditions & directs requests to Facilities Management using FAMIS.
- Maintains key database & security.
- Works with management to assign staff &/or faculty space including appropriate FM refresh/renovation & furniture purchase.
- Coordinates set up of furniture, data & phone lines.
- Brings requests for building & space improvements to attention of management.
- Coordinates faculty recruitment, appointment & credentialing processes; place ads; candidate communication & visit.
- Provides support for preparation of Promotion & Tenure cases.
- Initiates HRIS appointment paperwork.
- Arranges colloquium & seminar coordination, & faculty travel planning.
- Provides data for grant proposals; develop &/or administer budgets; submit proposals; coordinate IRB/IACUC, OSR/ASRSP transactions, &/or effort reporting.
- Ensures compliance with research safety regulations, interact with faculty, staff &/or funders to build relationships, transfer knowledge, &/or advise on research policies & procedures.
- Ensures human resources programs, policies, & procedures are implemented & consistently applied.
- Coordinates all or portions of the talent management lifecycle (sourcing, selecting, developing, coaching, rewarding, recognizing, managing information & optimizing talent.)
- Acts as liaison to IT to ensure technology systems are properly installed & maintained.
- Issues work order requests for maintenance, repairs & upgrades.
- Administers & maintains existing strategic operation plans.
- Recommends changes & improvements to administrative operations to ensure most effective & efficient use of revenue streams for faculty & staff recruitment, program development, research expansions, space planning, etc.
- Implements department strategy regarding structure, process, & staff support of students in compliance with NU policy.
- For graduate students: Oversees annual recruitment & selection process & related data entry; advises students; resolves administrative issues (RAS forms, stipends, monitors fellowships, etc.) & organizes new student week.
- Manages graduate student funding quarterly.
- For undergraduate students: Oversees undergraduate course planning, registration & enrollment.
- Works with Chair & other faculty to plan annual & quarterly course schedules.
- Interacts frequently with the Office of the Registrar & assures all Registrar-oriented deadlines are met.
- Oversees support to undergraduate students during pre-registration, registration & add/drop period.
- Tracks data entry of grades into CAESAR, assuring faculty complete process by deadline.
- Resolves student issues.
- Performs other duties as assigned.
- Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree in a major such as business, accounting or related; OR appropriate combination of education and experience.
- 2 years' administrative experience including budgets, finance, grants, facilities, &/or human resources; or other relevant experience.
- Ability to work with the types of software used by Northwestern.
- Ability to be collaborative.
- Ability to handle multiple responsibilities
- Graduate degree in a relevant field
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us athttps://www.northwestern.edu/hr/benefits/index.htmlto learn more.
Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities, and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us athttps://www.northwestern.edu/hr/benefits/work-life/index.htmlto learn more.Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us athttps://www.northwestern.edu/hr/learning/index.htmltolearn more.
Northwestern strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.
The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Click for information on EEO is the Law.
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